Click on this sample memo link to see an example of a technical memo report.
Click on this good/bad memo link to see an annotated poorly written memo and a revision of it.
More examples are available from Virginia Technical University from the links below:
A memo report is not the same as a "memo." A memo report is a REPORT in memorandum format.
The memo report's purpose
is to convey news to the reader,
often in response to the readers request for information, such as on the uses
of email, or trends appearing in purchases. Sometimes the message is sent because the writer thinks the reader
will find the information interesting.
The three keys to the informational memo report are listed below and then explained:
use conversational,
plain language
avoid the pronoun
you within the body, and
avoid imperative verbs (which have you as their subject) within the body of memo.
Use conversational
language.
Our readers do not always have the same experience, education, or expertise that we do. Using conversational speech we all understand ensures that the reader understands the message the first time s/he reads it. All business correspondence should be written in plain English, this means you should avoid technical jargon, slang, and euphemisms.
Avoid the pronoun
you
within the body of the memo.
The pronoun you is used in the introduction and the conclusion to help build goodwill and make a positive impression on the reader. The word literally means you the reader. In the body, using the word you often results in sentences that irritate or insult the reader.
Example: I like to each at that Chinese restaurant because
you can get a cheap meal there.
Explanation: It's not because you can get a cheap meal
there! I mean "me" or "anyone." Therefore, I should say that.
Avoiding imperative verbs within the body of the memo
Because the memo's purpose is to convey news and information, any words that are meant to give orders or advice are avoided. These command words -- called imperative verbs -- have you as their subject:
- (you) Come here.
- (you) Don't overuse bullets.
- (you) Please pick up your messages.
In each of these examples, the subject isn't stated because it's understood to be you. These sentences tell the reader what to do by giving instructions (such as Come here ), by giving advice (such as Don't overuse bullets), and by requesting (such as Please pick up your messages.)
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